CLAIMS FOR TRAVEL AND EXPENSES
All hours worked by Union employees will be considered as working hours. In accordance with the Working Time Regulations, this calculation will not include any time taken to travel to and from the staff member's home address to their place of work. If a member of staff needs to attend another location during the course of the working day, the time taken to travel to and from that location will be included within the hours worked that day.
On the rare occasion that a staff member is required to attend training or a meeting that necessitates their travelling there the night before, the time recorded on their timesheet will be agreed with their line manager in advance.
Staff members are considered to be working and ambassadors of the organisation when carrying out activities on behalf of Union. This includes training, meetings or performing functions at different locations. They will be expected to maintain a high level of professionalism on these occasions.
Mileage
All staff wishing to claim mileage will be required to have appropriate business insurance in place for driving for work purposes. A record of this should be given to HR before driving a vehicle for work purposes. Mileage will be reimbursed to staff at the current HMRC Mileage Allowance Rate for work related travel e.g. to meetings.
- Where more than one member of staff attends the same meeting, it is expected that they will travel in the same car.
- For all journeys, mileage will be paid for the shortest possible route. Cardiff Swansea Bangor
- If travelling from home, mileage will be paid for the shortest route (commencing from home or from the Students Union)
Staff should claim such mileage using the travel expenses claim form located on the shared drive and available from the Finance Department.
Public transport
The use of Public Transport should be use where practicable, if not possible, please obtain permission from your line manager to reclaim mileage allowance
A receipt/ticket should be attached to the travel expenses claim form in support of your claim i.e. bus, train, taxi, parking expenses, etc. Further details of the Travel and Subsistence Policy can be found on our Union shared drive.
Subsistence
The Union will reimburse reasonable costs incurred by staff whilst travelling on Union business and where no refreshments are provided as part of the cost of the event.
Staff can claim an allowance of the following:
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Meal
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£ Allowance
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Restrictions
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Breakfast
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£10.00
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Leave home before 7.30am or away
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Lunch
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£10.00
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When away all day
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Evening Meal
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£25.00
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When returning home after 8pm
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